CITY OF CAPE TOWN DIRECTORATE OF TRANSPORT DUE AT: 14H00 ON: 26 JUNE 2009 TENDER BOX NO. 126 REFERENCE NO. R030900848 Request for Proposal: Appointment of a specialist (Occupational Therapist) to assess applicants for inclusion on the Dial-a-Ride Public Transport Service. NAME OF RESPONDENT STREET ADDRESS OF RESPONDENT POSTAL ADDRESS OF RESPONDENT WESTERN CAPE SUPPLIER DATABASE (TRADEWORLD) REGISTRATION NUMBER SIGNATURE OF RESPONDENT (IF THE PROPOSAL IS NOT SIGNED IT WILL BE INVALID) NAME IN BLOCK LETTERS CONTACT PERSON TELEPHONE NUMBER FACSIMILE NUMBER CELLULAR NUMBER EMAIL ADDRESS VAT REGISTRATION NUMBER COMPANY REGISTRATION NUMBER DATE THE PROPOSAL CALL FOR THE ABOVEMENTIONED, SIGNED BY THE RESPONDENT, MUST BE ENCLOSED IN A SEALED ENVELOPE. THE ENVELOPE, WHICH MUST BE LODGED IN THE APPROPRIATE TENDER BOX MARKED APPOINTMENT OF A SPECIALIST (OCCUPATIONAL THERAPIST) TO ASSESS APPLICANTS FOR INCLUSION ON THE DIAL-A-RIDE PUBLIC TRANSPORT SERVICE. PROCUREMENT OFFICES, 8TH FLOOR CIVIC CENTRE, HERTZOG BOULEVARD, CAPE TOWN, BEFORE 09H00 ON 26 JUNE 2009. Description Total Price Incl Vat Appointment of a specialist (Occupational Therapist) to assess applicants for inclusion on the Dial-a-Ride Public Transport Service. It is a condition that only Fixed Prices will be considered. It must be noted that this proposal is subject to the City of Cape Town’s Conditions of Tender as attached to this document as it is the Council’s intention to award a contract based on the proposals received. For further enquiries contact: Ernestine Bartlett Fax: 086 5175053 E-mail Ernestine.Bartlett @capetown.gov.za Tel: 021 400 4860 The proposal submitted shall remain valid, irrevocable and open for written acceptance for a period of 90 days from the closing date The Council reserves the right to accept all, some, or none of the proposals submitted – either wholly or in part – and it is not obligated to accept the lowest offer/s. The Council will not be held responsible for any expenses incurred by respondents in preparing and submitting their proposals. Suppliers must be registered with the Council in order to become an accredited supplier to Council and quote the registration number on the cover page of the proposal document. Suppliers must be registered and verified before the closing date of this proposal to qualify for preference points. Contracts will not be awarded to firms who are not registered and verified. Suppliers who are not registered on the Western Cape Supplier Database (Tradeworld) may collect registration forms from the 5th Floor, Tender Board Office, Civic Centre, or from the Tradeworld offices – Tel No. (021) 680 4666. TAX CLEARANCE A valid Tax Clearance Certificate must be submitted with the proposal document. Should Council not be in possession of this certificate at the award stage, the offer will be considered non-responsive. Furthermore, a copy of an updated Tax Clearance Certificate of successful suppliers must be submitted should the current certificate expire during the tenure of the contract. 3 SETTLEMENT OF ACCOUNTS Payments Standard Payment Terms All invoices received for goods and services or engineering and construction works whereby the invoices are dated on or before the 20th of a particular month, will be paid between the 23rd and 26th of the ensuing month. Payments to SMME / HDI Contractors All invoices received by the City or its Agents whereby the invoices are dated between the 25th of the previous month and the 10th of the current month will be paid between the 23rd and the 26th of the current month. All invoices received by the City or its Agents whereby the invoices are dated between the 10th and the 25th of a particular month, will be paid between the 10th and 13th of the ensuing month. TRANSPARENCY AND DISCLOSURE OF POTENTIAL CONFLICTS OF INTEREST If there is any known potential conflict of interests or if any owner, partner or member of the respondent is an official, an employee or a councillor of the City of Cape Town, or is related to an official, an employee or a councillor of the City of Cape Town, that relationship must be placed on record here: _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ This is intended to guide the adjudication process with reference to the relevant sections of the Municipal Systems Act and the Municipal Finance Management Act. It should be noted that failure to provide complete information may render any contract awarded on the basis of this tender subject to invalidation. 4 Should you be aware of any corrupt or fraudulent transactions relating to the process of the City of Cape Town, please contact the following: Fraudmail@capetown.gov.za or The Gobodo external audit hotline at 0800 32 31 30 (toll free) Information submitted will need to be substantiated, but sources will be regarded as confidential. EVALUATION OF PROPOSAL AND AWARD OF CONTRACT The proposals will be evaluated using the following formulae: Price 20 Points Preferential Procurement 20 Points Functionality 60 Points VALIDITY OF PROPOSAL: Respondents must note that the proposal will only be eligible for consideration if it bears the signature of the respondent or of some person duly and lawfully authorised to sign it for and on behalf of the respondent. SIGNATURE OF RESPONDENT ………………………………DATE……………….. 5 Request for Proposal: Appointment of a specialist (Occupational Therapist) to assess applicants for inclusion on the Dial-a-Ride Public Transport Service. Issued by: The Department of Transport, City of Cape Town 1 Introduction This request for proposals is for a registered Occupational Therapist (OT) to assess persons with disabilities as part of the registration process for the Dial-a-Ride (DAR) Public Transport Service, for people with special needs. The DAR Public Transport Service has supplemented the mainstream public transport system and the City of Cape Town is extremely proud of the service that creates equal access to opportunities. The long-term goal of the Dial-a-Ride public transport service is to provide a limited special transport service which supplies public transport to special needs passengers who are, as a rule, not able to use other forms of public transport. The project is jointly funded by the City of Cape Town, the Provincial Government of the Western Cape and the Department of Transport. Admittedly, some current DAR passengers have gained access to the service due to a temporary disability and have continued to use the service even though they no longer meet the criteria. For this reason, the City has reassessed all the existing regular passengers and a number of them have been found to be ineligible. The City has now embarked on a process to deregister these passengers. This will free some much needed capacity on the service. This kind of reassessment will now take place on a regular basis to determine the passenger’s eligibility and to ensure that the process of registration is fair and transparent. The City is also inundated with new applications on a daily basis, and the services of an Occupational Therapist (OT) is required to assist with the registration process and assess these prospective passengers. 2. Scope of Works The City’s main aim is to ensure that only people who are physically unable to use mainstream public transport benefit from the DAR service, the City has introduced an evaluation process whereby an Occupational Therapist has to determine if the prospective passengers has the physical ability, or not, to use normal public transport. This is done by simulating an environment where the person has to board a public transport vehicle and also takes into account a number of other factors deemed to be 6 relevant by the Occupational Therapist. This process is deemed fair and objective to the admissions process. The current contract has now come to an end, and a new contract is now urgently required to facilitate the registration of new applications As mentioned before, the criterion for eligibility to register is the inability to use normal public transport, as a result of the person’s physical disability. A substantial amount of new applications are received on a daily basis. Without the assistance of a specialist, these applications cannot be processed and will result in a further backlog. The appointed specialist will have to make available a suitable venue for the assessments as well as the required equipment. Both the premises and the equipment will be evaluated by the City of Cape Town. The assessments will be scheduled in conjunction with the City’s Dial-a-Ride Unit and the Dial-a-Ride vehicles will be used to transport people to and from the identified assessment venue. This is however subject to the availability of the fleet. Note that in some cases the OT will be required to use his/her own transport to do bulk assessments at specified institutions. The Occupational Therapist (OT) will have to assess whether the assistance of an aid/ helper is required and whether the person can be transported with a normal sedan vehicle or if a specially adapted vehicles is required. All visually impaired applicants will also be assessed by the specialist (Occupational Therapist). This is normally 1 out of every 5 applicants. The Occupational Therapist needs to assess whether the applicant’s disability is of a permanent or temporary nature, and if temporary indicate the period of temporary disability. The OT will be required to collect: the required personal information and medical history of the prospective passenger. the applicant’s demographic and health information any other background information determining whether the applicant is eligible to utilise the DAR public transport service The OT will be required to perform: a physical and/ or psychological assessment a functional mobility assessment 7 The OT will be required to compile: a summary of the assessment report and record all information which affect the applicant’s use of public transport whether the applicant is eligible or non eligible after reviewing the criteria a summary of the assessment report The following documents must be submitted to City upon the completion of each assessment: A new application form A completed certification from (Annexure B) A report detailing the findings of the assessment 3. Deliverables The registered Occupational Therapist must provide the City with a motivated recommendation w.r.t. each application and complete a maximum of 500 assessments. 4. Process and Timeframes The envisaged proposed process and timeframe for this project is: Date Event 22 June 2009 Request for proposal is advertised 26 June 2009 Consultants to prepare proposals 3 July 2009 Preferred service provider is informed 2009/ 2010 Financial Year Provision of specialist services to the Dial-a-Ride Unit 6 Selection Criteria o Technical Approach – Demonstrated understanding of the project, appropriateness of proposed method of evaluation o Assessor’s Qualifications/Organisation’s Capability – The proposed assessor’s capabilities, qualifications and related experience; qualifications of organisation/individual – particularly experience in the same or closely related field; adequacy of resources (facilities) available to the organisation/individual to perform the proposed service. o Cost Estimate – Cost estimate to be evaluated for reasonableness and appropriateness; best value to the City of Cape Town 8 Submissions close: Note: Proposals received after such time and date will be automatically disqualified from consideration. Questions of clarity regarding this call for expressions of interest, can be directed, in writing, to: Ernestine Bartlett Fax: 086 5175053 E-mail Ernestine.Bartlett @capetown.gov.za Tel: 021 400 4860 It is anticipated that successful, short listed applicants will be contacted on 3 July 2009. 6.3 Evaluation of proposal and award of contract The proposals will be evaluated using the following formulae: Price 20 Points Preferential Procurement 20 Points Functionality 60 Points 6.4 Memorandum of Agreement A Memorandum of Agreement will be entered into between the City of Cape Town and the successful applicant. The primary contractor/service provider is responsible for ensuring that the agreed deliverables are produced to a quality standard, on time and within budget. In the case of successful applicants utilising sub-contractors, the memorandum of agreement will apply to the main contractor who will be responsible for ensuring delivery of services from any such sub-contractor and for making any payments to such sub- contractor. 6.5 Background documentation The following additional documents are available to provide background information to applicants to complete their submissions: The Dial-a-Ride contract document Existing Admissions Policy Background information on the Dial-a-Ride Service 6.6 Legal notices Disclaimer Candidates must make and rely on their own investigations and satisfy themselves in relation to all aspects of the project. The City of Cape Town will not be liable for any incorrect or misleading information in relation to any part of this document and reference documents thereto. Right to Amend The City of Cape Town reserves the right to amend the process set out in this document by notice in writing to candidates who have not withdrawn or been excluded from this process. Such amendment may include cancellation, variation or supplementation of the process. 9 Absence of Obligation No legal or other obligation shall arise between the candidate and the City of Cape Town unless and until formal appointment documentation has been signed. The City of Cape Town is not obliged to proceed with any proposals or candidates. Intellectual Property The City of Cape Town will not be entitled to use the proposals as a whole of a candidate that is not appointed to the project. In submitting their proposal however, the candidate agrees that without compensation to the candidate the City of Cape Town will be entitled to utilise one or more features contained in any such proposal without the approval of the candidate. NOTE: It is NOT our intention to unlawfully utilise the work of unsuccessful applicants but we do wish to avoid litigation where an unsuccessful applicant may consider that a feature of their proposal appears in the successful proposal and seeks thereafter to stop progress on the project by interdict or otherwise. Similar features may also be spontaneously incorporated and we wish to avoid competing claims as to who originated the feature in question. 10 ANNEXURE A DIAL-A-RIDE PUBLIC TRANSPORT SERVICE REGISTRATION PROCESS The applicant firstly has to complete the application form. The applicant secondly has to submit the application form to the Dial-a-Ride office by: e-mail: email@example.com Fax: 021 400 4931 Hand Deliver: 10th Floor, Civic Centre, Cape Town Post: P.O. Box 298, Cape Town 8001 The Dial-a-Ride office will contact the applicant when the City's occupational therapist is ready and able to assess him/her. The City will make the necessary travel arrangements. The occupational therapist will complete the assessment form and application form and hand the report to the City. If the applicant is successful his/her information will be entered into the Dial- a-Ride database and the City will issue a registration number, which the applicant must use to access the service. If the applicant was unsuccessful the City will inform him/her accordingly.
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